Privacy Policy

1. Introduction

Praxium Pty Ltd (ABN 12 681 863 981) ("we", "us", or "our") is an Australian company. We operate the software-as-a-service application Invoice Assistant (the "Service").

We are committed to protecting your privacy and handling personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). This Privacy Policy explains how we collect, use, store, and disclose personal information when you use Invoice Assistant.

2. What Information We Collect

2.1 Information You Provide Directly

When you register for or use the Service, we may collect:

• Your name
• Email address
• Authentication identifiers provided by Google or Microsoft
• Xero organisation identifiers
• Account configuration and preferences

We do not collect or store your Google or Microsoft account passwords.

2.2 Information Accessed via Connected Services

Invoice Assistant only accesses third-party services with your explicit authorisation and only to provide the core functionality of the Service.

Email Accounts (Google or Microsoft)

When you authenticate using Google or Microsoft and connect your email account, Invoice Assistant may access:

• Email headers (sender, recipient, subject, date)
• Email bodies
• Email attachments (including invoice documents)

This access is strictly limited to identifying invoices and extracting invoice-related information.

Retention:

Email bodies and attachments are stored for up to 30 days solely to allow invoice processing, troubleshooting, and user review. After this period, the data is automatically deleted.

Sensitive Information Handling:

If automated analysis determines that an email or attachment may contain sensitive or personal information unrelated to invoicing, we will:

• Immediately delete the content, and
• Notify the user within the application that the email has not been processed.

We do not access email data for advertising, profiling, or unrelated purposes.

Xero Accounting Software

With your permission, we may access:

• Organisation details
• Supplier details
• Invoice data
• Chart of accounts
• Tax and coding information necessary to create invoices

All invoices created by Invoice Assistant are uploaded to Xero as draft invoices only and require final review and approval by the user within Xero.

2.3 Automatically Collected Information

We may automatically collect technical and usage information, including:

• IP address
• Device type and browser information
• Log files and timestamps
• Error reports and performance data

3. How We Use Your Information

We use personal information to:

• Authenticate users via Google or Microsoft login
• Connect to email services and Xero on your behalf
• Identify invoice emails and attachments
• Extract invoice information
• Create draft invoices in Xero
• Provide customer support
• Debug, maintain, and improve the Service
• Monitor performance and system reliability
• Meet legal and regulatory obligations

We do not sell personal information.

4. Use of Google User Data

Invoice Assistant's use of information received from Google APIs complies with the Google API Services User Data Policy, including the Limited Use requirements.

Specifically:

• Google user data is used only to provide user-facing features of Invoice Assistant
• Google user data is not used for advertising
• Google user data is not sold or transferred to third parties except as necessary to provide the Service
• Google user data is not used to train artificial intelligence or machine learning models
• Access to Google user data is restricted to authorised systems and personnel

Users may revoke Invoice Assistant's access to their Google account at any time via their Google Account settings.

5. Use of Microsoft User Data

Invoice Assistant's use of information obtained through Microsoft authentication and APIs (including Microsoft Graph) complies with the Microsoft identity platform policies and applicable data protection requirements.

Specifically:

• Microsoft user data is accessed only with explicit user consent
• Microsoft user data is used solely to provide the core functionality of Invoice Assistant
• Microsoft user data is not used for advertising or marketing
• Microsoft user data is not sold
• Microsoft user data is not used to train artificial intelligence or machine learning models
• Access to Microsoft user data is limited to authorised systems and personnel using least-privilege access controls

Users may revoke Invoice Assistant's access at any time through their Microsoft account permissions.

6. Artificial Intelligence Processing

To provide the Service, email content and attachments may be analysed using artificial intelligence tools, including large language models (for example, OpenAI's ChatGPT), for the limited purpose of:

• Identifying invoice documents
• Extracting invoice-related data
• Structuring invoice information for entry into Xero

AI Processing Safeguards:

• Data is processed solely to provide the Service
• Data is not used to train AI or machine learning models
• Data is not retained by AI providers beyond the processing required to return results, subject to their contractual terms

Some AI processing may occur outside Australia. By using the Service, you consent to this limited overseas processing.

7. Data Storage and Security

• All application servers and primary data storage are located in Sydney, Australia
• We use industry-standard security measures including encryption, access controls, monitoring, and secure credential management
• Access to customer data is logged, monitored, and restricted to authorised systems and personnel only
• While we take reasonable steps to protect personal information, no system is completely secure.

8. Data Retention

• Email bodies and attachments are retained for no longer than 30 days
• Content identified as sensitive is deleted immediately upon detection
• Other personal information is retained only for as long as necessary to provide the Service, comply with legal obligations, or resolve disputes

You may request deletion of your account and associated data at any time, subject to legal requirements.

9. Debugging, Analytics, and Monitoring

We use third-party tools for:

• Application monitoring
• Error tracking
• Performance analytics

These tools may process limited technical data and, where necessary for debugging, small portions of application data. Such use is strictly for operational purposes and not for advertising or product training.

10. Disclosure of Information

We may disclose personal information to:

• Third-party service providers (including hosting, AI processing, monitoring, and analytics providers)
• Google, Microsoft, and Xero as required to provide the Service
• Professional advisers such as lawyers or accountants
• Regulators or authorities where required by law

We do not disclose personal information for unrelated third-party marketing.

11. Australia-Only Use

Invoice Assistant is intended for use by Australian users only. We do not actively market or target users outside Australia.

12. Changes to This Policy

We may update this Privacy Policy from time to time. Updates will be effective when published within the Service or on our website.

13. Contact Us

If you have questions or concerns about privacy or data handling, contact: